Response Activity Logs

Every time a form is submitted, your configured workflow springs into action by triggering the specific outbound actions you have enabled in your form settings. These actions might include sending a confirmation email or SMS to your customers, or syncing data to your connected integrations.

The Response Details includes an activity log that tracks all outbound actions for that particular record. Use this log to verify successful actions or to identify why a sync or notification failed.

Response action types

The Response Activity Log tracks the following actions when configured on a form:

Check status and logs

To check the status of an action and/or logs:

Navigate to the Forms List and locate the form.
Click Actions > View Responses.
Mouse over the information icon to see the result.
To view the error details, click the View/Download button on the right hand side.

Resend failed actions

If an action fails, check the Response Activity Log for the error details and resolve the issue. You can then manually resend the action. All retries are logged to maintain a complete history for every response.

To resend a failed or missed action:

Navigate to the form response details.
Click Resend.
Select the relevant action. Note: Only configured actions will be displayed, e.g. Notification Emails, Nookal, Google Sheets, etc.

Troubleshooting failed actions

Use the tables below to identify and resolve common issues that may occur when syncing data or sending notifications.

Patient Management Systems (PMS)

Error Message	Meaning	Resolution
Cannot add new patient/client: Required patient information may be missing or incorrect on the form submission.	Snapforms could not create a new record in your PMS because the required data is either missing or the format is incorrect.	Check the form responses and verify mapped fields contain data in the correct format. Some PMS integrations require data to be collected in a specific format. To learn more, please refer to the relevant PMS integration guide.
Cannot update patient/client: No patient found/client not found Cannot upload PDF/file because patient/client was not found	Snapforms could not match the submission to an existing patient/client in your practice management system.	Manually add the patient/client to your PMS and retrigger the integration sync. If you want Snapforms to automatically create new patient/client records in your PMS, you will need to enable the Create a new client from form response if one doesn’t already exist action in the Integration settings.
Cannot update patient/client: More than one patient/client found	Snapforms could not match the submission due to multiple matching records found.	Check the Integration field mappings include First Name, Last Name, and at least one of DOB, Email, Phone or Mobile. Mapping more fields allows for greater accuracy when matching. Archive any duplicate records in your PMS.
Cannot add new patient/client: Required patient/client fields missing or not mapped	Snapforms could not create a new record in your PMS because the required data is either missing in the form responses, or the required fields have not been mapped in the integration settings.	Check the Integration field mappings include First Name, Last Name, and at least one of DOB, Email, Phone or Mobile. Ensure form responses include all required data for the field mappings. We recommend making these fields mandatory to prevent integration errors.
API connection missing or invalid	The integration token/key is missing, expired, or incorrect.	Check the API credentials for your PMS are set up correctly in Snapforms. You may need to generate a new API key and set up a new connection.

Google Sheets

Error Message

Meaning

Resolution

Unable to find the specified sheet or tab…

Snapforms could not find the specified sheet or tab that was configured in the Integration settings.

Check the Integration settings are correct.
If the header row is blank in your Google Sheet, you will need to enter the form field names into the header row of your Google Sheet so they are an exact match.

Tip: A quick way to get all the form fields is to export responses to CSV (Comma-Separated Values) file and copy/paste the header row into the Google Sheet.

SalesForce

Error Message	Meaning	Resolution
Bad value for restricted picklist field	Indicates a mismatch between the Form Field Choices and the Salesforce Field Choices.	Ensure the field choices in your form match the Salesforce field choices, then retrigger the sync in the form responses.

Email & SMS Notifications

Error Message	Meaning	Resolution
E115: The email could not be delivered…	Indicates the email address is temporarily suppressed due to repeated bounces.	Contact our Support team to check if the email address was placed on our suppression list. Check the email address is correct and has no typos. Check the issue with your IT team. Verify your sender domain to improve email deliverability.